Privacy notice

Who we are

Hent Kelli Designs is a trading name of James Thorp, a sole trader. James Thorp is the controller of the personal information described in this notice, which means he decides how and why it is used.

• Address: 37 Green Oak Crescent, Iwade, Kent ME9 8GR
• Email: hello@hentkellidesigns.co.uk
• ICO registration number: ZC263751

For any question about this notice or your information, email us and we’ll reply within one working day.

What we collect

When you book a discovery call

Your name and email address, your business name, your current website address if you have one, what you’d like help with and anything else you choose to tell us, plus the date and time you pick. Our booking calendar also creates a Zoom link for the call.

When you email us

Your name, email address and whatever you include in your message.

When you become a client

Your contact details, the business details we need for invoices and our agreement with you, records of what you’ve paid, your signed agreement, our correspondence, and the material you give us for your website, such as your logo, photos and text.

If you sign up to our newsletter

Your email address and, if you give it, your name. Our newsletter service may also record whether you open our emails or click their links.

When you visit this website

If you agree to analytics cookies, Google Analytics collects information about how you use the site, such as the pages you view, the device and browser you use, roughly where you are (to town or region level) and how you found us. Our hosting provider also keeps short-term technical logs, including IP addresses, to keep the site running and secure.

We don’t ask for, and don’t want, sensitive information such as health details. Please leave it out of booking notes and emails.

How we use it, and our lawful basis

Data protection law requires us to have a lawful basis for each way we use your information. These are ours:

Booking a discovery call does not sign you up to our newsletter. We only send it to people who have asked for it.

We don’t make decisions about you by automated means alone, and we don’t sell your information.

Who helps us look after it

We use trusted service providers to run the business. They handle your information only on our instructions and must keep it secure:

• Hostinger: website hosting and our email
• Cal.com: our booking calendar
• Zoom: video calls
• Make.com: passes booking details securely into our records
• Notion: our client and project records
• Google: Google Analytics, only if you accept analytics cookies
• Our newsletter provider: sending the newsletter to subscribers
• Our e-signature provider: signing client agreements online

We may also share information with professional advisers such as an accountant, and with HMRC or other authorities where the law requires it.

When we maintain a client’s website, we may be able to see information about that client’s own customers. We handle it only on the client’s instructions, under our agreement with them, and it is not covered by this notice.

Transfers outside the UK

Some of our providers, including Cal.com, Zoom, Notion and Google, are based in or store information in the United States or elsewhere outside the UK. Where that happens, the transfer is protected either by UK adequacy regulations (including the UK–US “data bridge” for certified companies) or by the Information Commissioner’s approved contract terms, the International Data Transfer Agreement or Addendum.

How long we keep it

• Enquiries that don’t go ahead: 12 months after we last hear from you.
• Client records and project files: for as long as we work together, then six years, the period in which a claim about a contract can be brought.
• Financial records: at least five years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires.
• Newsletter: until you unsubscribe. We then keep your email address on a suppression list so we don’t email you again by mistake.
• Google Analytics: 14 months.

Cookies

Cookies are small files a website stores on your device. We use as few as we can:

• Strictly necessary: a cookie that remembers your cookie choices, and login cookies used only by the site administrator. These don’t need your consent.
• Booking calendar: our booking calendar loads from Cal.com and may set cookies it needs to show available times and complete your booking.
• Analytics (only with your consent): Google Analytics sets _ga and _ga_* cookies, which last up to two years, to tell visits apart.

Analytics cookies are off until you accept them, and you can change your choice at any time using the cookie settings link at the bottom of every page.

Your rights

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that’s wrong or incomplete
• ask us to delete your information
• ask us to limit how we use it
• object to us using it on the basis of legitimate interests, and to stop direct marketing at any time
• ask for information you gave us in a reusable format, where we use it on the basis of consent or contract
• withdraw your consent at any time, where we rely on it

Some rights have exceptions. For example, we must keep financial records for as long as HMRC requires. To use any of these rights, email hello@hentkellidesigns.co.uk. There’s no charge, and we’ll respond within one month.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first at hello@hentkellidesigns.co.uk, or by any other way you prefer. We’ll acknowledge your complaint within 30 days, look into it promptly, keep you updated and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

We’ll update this notice when the way we use information changes, and show the date of the latest version at the top of the page.